Transcript Administering Your New Grant Award

Administrative & Fiscal Requirements
for Grantees
Grants Management Specialists
Division of Discretionary Grants
Administration for Children and Families
Ben Sharp, Grants Officer
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Topics
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Office of Grants Management Roles
and Responsibilities
Grant Award Packages
Reporting Requirements
Key Regulations and Administrative
References
Budget Modifications / Continuations
/ Carryovers / Extensions
Payment Management Systems (PMS)
Websites
Grants Management Contacts
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Office Of Grants Management
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Negotiates and issues all mandatory and
discretionary grant awards for the
Administration for Children and Families.
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Complements technical knowledge of the
program office with expertise in business
and other non-programmatic areas of grants
administration.
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Office Of Grants Management…
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Monitors and guarantees the integrity of
the competitive process.
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Serves as the official receipt point for all
official communications and contacts
with grantees which commit or may
result in committing the grant budget, or
changing terms and conditions of the
grant (that could impact the scope or
objectives of the grant) rebudgeting or
for specific types of cost.
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Office Of Grants Management…
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Serves as the official receipt point for all
required reports from the grantees.
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Assures that both program office and
grantees fulfill all requirements of laws,
regulations and policies.
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Office of Grants Management
 Inputting authorization data into the Payment
Management System
 Issuing award notices
 Monitoring the grants process
 Closing out awards
 Reconciling their accounting records to the Payment
Management System Information
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Grant Award Package
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Financial Assistance Award (FAA)
Transmittal Letter
Standard Terms and Conditions
Reporting Requirements
Financial Status Report Form (SF 269)
Instructions for Requesting Payment of
Federal Awards
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Standard Terms and Conditions
 All recipients of ACF discretionary grants and
cooperative agreements are legally bound by
the standard terms and conditions.
 HHS Grants Policy Statement can be found at:
http://www.acf.hhs.gov/grants/grants_resources.html
 Based on Statutes, Regulations and Policies.
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Financial Status Report (FSR) SF-269
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Used to report budget period expenditures on semiannual basis
Financial Status Reports (SF-269's) are due 30 days
after the end of the second and fourth quarters of the
budget period (every six months).
A final (cumulative) SF-269 is due 90 days after the end
of the project period.
Award amount for 12 month budget period should be
entered in Box 10(o)
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Program Progress Reports
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Program Progress Reports are due 30 days after the
end of the second and fourth quarters of the budget
period (every six months).
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A final (cumulative) Program Progress Report is due
90 days after the end of the project period.
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Original to OGM, copy sent to the Program Office.
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Reports should be submitted unbound, concise.
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Program Progress Reports – Content
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Grant Number
Reporting Period
Major Activities and Accomplishments
Problems
Significant Findings and Events
Dissemination Activities
Other Activities
Planned Activities for Next Reporting
Author’s Name and Telephone Number
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Submit the original Program Progress
Report and Financial Status Report to:
Mailing Address
Attention: [Grants Management Specialist]
Administration for Children and Families
Office of Grants Management/DDG
Aerospace Building, 6th Floor East
370 L'Enfant Promenade, S.W.
Washington, D.C. 20447
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Office of Management and Budget (OMB)
Circulars
Entity
Cost Principle
Admin Req
State/Local/
Tribe
A-87
(2 CFR 225)
A-102
(2 CFR 215)
45 CFR Part 92
Education/
University
A-21
(2 CFR 220)
A-110
(2 CFR Part 215)
45 CFR Part 74
Non-Profit
A-122
(2 CFR 230)
A-110
(2 CFR 215)
45 CFR Part 74
Hospitals
45 CFR 74,
Appendix E
A-110
(2 CFR 215)
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Audit Information
OMB Circular - A-133
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Non-federal entities that expend a total of $500,000 or
more from all federal sources in a year shall be audited
annually.
Submission - 9 months after the end of the grantee’s
fiscal year to:
Single Audit Clearinghouse
Bureau of the Census
1201 E. 10th Street
Jeffersonville, IN 47132
Phone: 800-253-0696
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Continuations
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Applications required for all subsequent budget
periods
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Required documentation: SF-424, SF-424A, SF424B, Lobbying Certification, Budget, Budget
Justification, and Program Narrative
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Budget Modifications
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Covered Letter Signed by Authorized Official
SF424A
Budget and Budget Narrative
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Notes: See handout for more details
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Carryovers
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Cover Letter Signed by Authorized Official
424A (Carryover Amount only)
Budget and Budget Narrative
Financial Status Report (SF269)
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Note: See handout for more details
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No-cost Extensions
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Cover Letter Signed by Authorized Official
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Indicate new end date and number of months
Supporting reasons for the request
Include remaining balance
Submit Current SF269
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See Handout for more details
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Closeout
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Final cumulative Program Progress report
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Final cumulative SF-269
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Property Inventory Disposition
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Due 90 days after end of Project Period
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Payment Management System (PMS)
DPM personnel are responsible for:
 Operating the Payment Management System,
 Making payments to recipients,
 Managing cash flow to recipients,
 Performing payee/recipient account management,
 Maintaining user/recipient liaison,
 Reporting disbursement data to awarding agencies,
 Debt collection,
 Maintaining security, and
 Providing Help Desk support.
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Payment Management System (PMS)
Recipients are responsible for:
 Executing grants,
 Maintaining minimum federal cash on hand by
requesting funds from the Payment Management
System only for immediate disbursement,
 Reporting cash disbursements to the Payment
Management System, and
 Maintaining their own accounting records.
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Web Sites
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Forms:
http://www.acf.hhs.gov/programs/ofs/forms.htm
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Link to the New Form SF-424 V.2
http://www.acf.hhs.gov/programs/ofs/grants/sf424v2.pdf
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OMB Circulars:
http://www.whitehouse.gov/omb/circulars/index.html
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Code of Federal Regulations:
http://www.gpoaccess.gov/cfr/index.html
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Division of Payment Management:
http://www.dpm.psc.gov/
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Grants Management Contacts
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Catherine Silver 202-401-4726
Diane Alexander 202-690-8110
Roni Brooks 202-401-5283
Fonda Hughes 202-401-7042
Theresa Hall 202-401-5402
Trang Le 202-690-7053
Patryce Peden, Grants Assistant 202-260-6383
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See Handout for staff assignments
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Questions and answers…
Thank You!
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